How to Run the UCSD Budget vs Actual Report


Overview


Critical Concepts


Steps to Take


How to Access and Review the UCSD Budget vs Actual Report 

  1. Go to bah.ucsd.edu
  2. Navigate to the Budget & Finance tab, click on the Budget and Financial Management Reports Panorama
  3. Select Run report on the pop-up menu, and log into Oracle via UCSD Single Sign-On
  4. Under Oracle BI Managerial Reports, select Budget vs Actual, and select ‘Click here to run the Budget vs Actual report’ in blue hyperlink



  5. In Enter Accounting Period End
    1. Either enter the Accounting Period directly in the prompt box using the format Mmm-YY, e.g. Sep-20, other month values are Oct-20, Nov-20, Dec-20, Jan-21, etc.
    2. Only select one Accounting Period as the Accounting Period is YTD
    3. To select the Accounting Period from the list, click the search box to the right of field
    4. Once the period is selected from the list on the left, click the > icon to move under Name column
    5. If there is an Accounting Period under Name column, that is unwanted, click the < icon to remove it
    6. Click OK at the bottom of the screen when complete





  6. In Enter Financial Unit, there are two options for entering the Financial Unit:

    Option 1 – Enter the 7-digit Financial Unit number directly into the field, recommended method

    Option 2 – Search for the Financial Unit or the Financial Unit level using the hierarchy, the steps to accomplish this are below:

    1. To the right of the Enter Financial Unit field, click the search icon

    2. Expand FINANCIAL UNIT folder

    3. Expand UCSD_FIN_UNIT_T-UCSD_FIN_UNIT_T_V1 folder



    4. Click on the Menu  icon on the top left of the screen, under the word Find: and uncheck the value Name, screen displays below




    5. Expand 160000AA-UC San Diego, this is the top level of the Financial Unit hierarchy

    6. Drill down to the Financial Unit level hierarchy or down to the desired Fin Unit by expanding each level, select the desired level/Fin Unit box, e.g. select the VC CFO unit

    7. Click the > icon in the middle of the screen to move this selection to the Name column


    8. Select the All FINANCIAL UNIT Values box in the Name column, and click the < icon to remove it
    9. The Name column should only have the selected values, click OK button at the lower right when complete



  7. In Enter Fund
    1. There are two options for entering the fund:

      Option 1 – Enter the 5-digit Fund Number directly into the prompt field, recommended method

      Option 2 – Use the Fund groupings Core Funds or All Funds, or search for the Fund Number by following these steps:



    2. In Enter Fund, to run the Report for:
      1. Core Funds only, in Row 1, click on the Core Funds checkbox 

      2. All Funds, in Row 2, click on the All Fund checkbox 

      3. A single Fund or multiple Funds, click on the desired Fund Number box

        1. To search for a Fund Number, at the top of the report, in the Find field, select Name, enter the Fund Number, e.g. enter 13991 and press Enter
        2. To search by Fund Name, change the Find field to Default, enter a search word within 2 asterisks, e.g. enter Tuition to search for Fund Names containing the word Tuition, and press Enter


    3. Once the Fund or Funds are selected, click the > icon in the middle of the screen to move this selection to the Name column

    4. Select the All FUND Values box on the right side of the screen and click the < icon  in the middle of the screen to remove this selection
    5. The Name column should only have those Fund Numbers desired for Report output, up to 3 are allowed, click the OK button at the lower right when complete



  8. In Enter Project, there are two options for entering the Project Number:

    Option 1 – Enter the 7-digit Project Number directly into the prompt field, recommended method

    Option 2 – Search for the Project Number using a keyword

    1. Expand PROJECT folder
    2. Expand All PROJECT Values folder
    3. In the Find field, select Default, in the Search field, enter a key word between 2 asterisks and press Enter 
    4. Select the desired project(s) by selecting it, click the > icon in the middle of the screen to move this selection to the Name column
    5. Select the All Projects Values box on the right side of the screen and click the < icon in the middle of the screen to remove this selection
    6. The Name column should only have those Projects Numbers desired for Report output, click OK at the lower right when complete

  9. Once all Prompt selections are complete, click OK to generate the report, the report output defaults to HTML preview

  10. To expand all rows to the detail account balances, click on Expand All
    1. To drill into the Account Groupings that make up the Total Resources and Total Expenses, click the arrows to the left of the row name
    2. Keep clicking the arrows to drill into the accounts that make up the account groupings
    3. To drill into the Account Balances that make up each line item amount, press the arrows to the left of the row name
  11. To view the report in PDF version, in the upper left of the page, select the HTML Preview drop down arrow and select desired output: PDF Preview, Excel, Word or PowerPoint, etc. 




If you still have questions or need additional assistance, please submit a ticket